Create Serial Numbers in Merged Cells in Excel

 


📘 Topic: How to Create Serial Numbers in Merged Cells in Excel

🎯 Objective:

Create continuous serial numbers in a column even when cells are merged across multiple rows, such as for grouped data entries (e.g., employee details).

🧭 Step-by-Step Process Flow

🔹 Step 1: Understand the Setup

  • Column A (SL) is used for serial numbers.
  • Column B (Employee Details) contains names, with merged cells that group multiple rows under a single serial number.
  • Goal: Assign one serial number per merged cell group.

🔹 Step 2: Merge Cells in "Employee Details" Column

  1. Select the rows in Column B you want to group under one employee.
    • Example: Select B3:B4 → Right-click → Click Merge & Center (or Merge Across).
  2. Repeat for other grouped entries.
    • Ensure that groups are vertically merged (not horizontally).

🔹 Step 3: Enter Formula for Serial Numbering

  1. Click in the cell next to the first merged group in Column A (e.g., A3).
  2. Enter the following formula:

excel

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=MAX($A$2:A2)+1

📌 Explanation:

    • MAX($A$2:A2): Finds the last used serial number above the current row.
    • +1: Increments it for the next group.
    • $A$2: Header row (starting point).
  1. Press Enter.
  2. Now copy the cell (e.g., A3) and paste it only at the beginning of each merged group in Column A (i.e., the first row of each merged block).

🔹 Step 4: Use Filter Table (Optional)

  • Apply a filter (from the Home tab → Sort & Filter) to manage visibility.
  • Useful for printing or filtering specific serial numbers or employees.

✅ Summary Table

Step

Action

1

Merge cells in Column B as needed

2

In Column A, enter =MAX($A$2:A2)+1 in the first row of each group

3

Copy/paste the formula only at the start row of each merged block

4

Apply filter (optional) for easier viewing or exporting

🧠 Why Use MAX() Instead of ROW()?

Method

Benefit

Limitation

MAX($A$2:A2)+1

Works even when rows are irregular or merged

Manual paste required at each group

ROW()

Auto-fill friendly

Breaks with merged rows or skips numbers

📌 Tips for Better Results

  • Avoid fully merging all columns — only merge where necessary.
  • Keep the serial number column unmerged.
  • Format the "SL" column with center alignment for better visual clarity.